REQUEST FOR PROPOSALS DEVELOPMENT OF THE MGSLG WEBSITE AND INTRANET

ENQUIRIES: SUPPLY CHAIN MANAGEMENT UNIT TEL NO. : + 27 (0)11 830 2200 FAX NO. : + 27 (0)11 830 2201 EMAIL : procurement@mgsl.co.za WEBSITE : www.mgsl.co.za 40 Hull Street, Cnr. 8th Street and Hull Streets Vrededorp, Johannesburg, 2092 Postnet Suite No. 161, Private Bag X9 Melville, 2109 REQUEST FOR PROPOSALS DEVELOPMENT OF THE MGSLG WEBSITE AND INTRANET MATTHEW GONIWE SCHOOL OF LEADERSHIP & GOVERNANCE (MGSLG) Page 1 of 11

Contents 1. Introduction....4 2. Objective.4 3. Scope of Services...4 4. Methodology..5 5. Pre-Qualification Competencies & Expertise Requirements.....5 6. Outputs and Deliverables.5 7. Evaluation Process...6 8. Mandatory Requirements.9 9. Communication..9 10. Prohibition of Restrictive Practices.9 11. Fronting.10 12. Presentation.10 13. Timeframes and Formal Contract.10 14. Packaging of Bid.10 15. Contact Details 11 Page 2 of 11

1. Introduction 1.1 The Matthew Goniwe School of Leadership and Governance (MGSLG) is a Section 21 Company (Not for Profit Company) and an entity of the Gauteng Department of Education (GDE). It was established to research, develop and deliver cutting edge capacity building programmes in the areas of school management & leadership, school governance and teacher development for capacity building of School Management Teams (SMT), School Governing Bodies and Teachers for schools in the Gauteng Province. MGSLG exists to support the vision and mission of the GDE to ensure quality learning and teaching takes place in the classroom every day. 1.2 A necessary marketing and communications tool for MGSLG is to have a website whose content reflects and showcases the mandates that the institution is performing for the GDE. In addition to this, the website will provide a much-needed learning platform within which all stakeholders will be able to interact. A fully-functional Intranet system will also go a long way towards providing staff with an internal communications tool. 1.3 Considering the above, MGSLG deems it necessary to re-develop its website and intranet. 2. Objective 2.1 The objective is to ensure that MGSLG is provided with communications and marketing tools whose branding adequately reflect the values and ethos of the institution and further, whose functionality showcases the quality offerings that the institution provides. 3. Scope of Services The service provider will be tasked with the design and architectural development of a high-quality, resultsdriven website with an easy to use content management system, modern web applications, mobile applications, email marketing systems, search engine optimization and social media platform. 3.1 Architecture Design a blueprint for website's structure, layout, functionality and back-end systems. 3.2 Creation 3.2.1 Use programming languages and HTML tools, as well as other information technology tools, to create and structure the new site. 3.2.2 Design banner and enhance existing GDE and MGSLG logos. Graphic quality needs to be of good standard. 3.2.3 Set up user-friendly navigation lay-out changing and adding items on the navigation bar. Set up an easy uploading system for documents and images from various internal and external sources. Default system in place to resize all photos automatically to small, medium or large. 3.2.4 Set up library portal containing space and mechanism for the uploading and storing of digital documents and images. Page 3 of 11

3.2.5 Develop an events calendar which can accommodate online bookings, registration and payment. 3.2.6 Create separate portals for all our learning programmes: Early Childhood Development pages (mini website consisting of separate pages) Parental Involvement pages (mini website consisting of separate pages) Teacher Development (mini website consisting of separate pages) School Governance pages (mini website consisting of separate pages) Robust search engine, allowing for podcasts, videos, images, documents to be uploaded and retrieved with ease. 3.3 Implementation: 3.3.1 Configure the new site to our secure server environment and link the website to the domain information on the web. 3.3.2 Migrate the existing content from the current MGSLG website. 3.3.3 Set up a media manager for easy retrieval. 3.3.4 Provide training on the Content Management System used 3.3.5 Use web technology to position the website in major search engines for maximum exposure to our target market (Search Engine Optimization-SEO) 3.3.6 Monitor the website and its environment to ensure correct parameters at all times 3.4 Develop a matching Intranet system The look and feel of the Intranet system should shadow the look and feel of the website but should be practical for internal navigation and use. 4. Methodology Bidders must submit: 4.1 A detailed project plan specifying the proposed website design and development, outlining the process step-by-step from start to finish, providing timeframes. 4.2 Examples of suitable or model templates. 4.3 Explain and motivate the choice of Content Management System to be used, as well as the upgrade to be used. 4.4 A proposed draft homepage for MGSLG showing navigation etc. 5. Pre-Qualification Competencies & Expertise Requirements 5.1 Bidder should be a website developer, having the expertise in the field and at least five (5) years experience in website development, support and maintenance 6. Outputs and Deliverables 6.1 The successful bidder should deliver the following; Page 4 of 11

6.1.1 A website containing all the features specified in the scope of services 6.1.2 An Intranet which includes all the features specified in the scope of services 7. Evaluation Process The Evaluation Process comprises the following stages: 7.1 Stage 1: Initial Screening Process During this phase bid documents will be reviewed to determine compliance with tax matters and whether original and valid tax clearance certificates have been submitted with the bid documents at closing date and time of bid. 7.2 Stage 2: Technical Evaluation a) Bids will be evaluated strictly according to the Bid Evaluation Criteria stipulated in this section of the Terms of Reference. During this stage bidders responses will be evaluated for functionality based on achieving a minimum score of sixty percent (60%) b) Bidders must, as part of their bid documents, submit supportive documentation for all technical requirements as indicated hereunder. The panel responsible for scoring the respective bids will evaluate and score all bids based on their submissions and the information provided. c) Bidders will not rate themselves, but need to ensure that all information is supplied as required. The Bid Evaluation Committee (BEC) will evaluate and score all responsive bids and will verify all documents submitted by the bidders. d) The panel members will individually evaluate the responses received against the following criteria as set out below: Evaluation Criteria Qualifications Weights 1. Demonstrated ability to offer proposed solution with 10 innovation, creativity and quality 2. Project Plan with clear deliverables and time-frames 10 3. Clear Deliverables as per TORs 30 4. Years of Project Related Experience 5 5. Evidence of Recent Projects successfully completed in public 5 sector/schools Total 60 Threshold Score 60% We encourage promotion of B-BBEE through formation of consortiums and partnerships. e) Each panel member will rate each individual criterion on the score sheet using the following scale: Value Description 5 Excellent Meets and exceeds the functionality requirements 4 Very Good Above average compliance to the requirements Page 5 of 11

3 Good Satisfactory and should be adequate for stated element 2 Average Compliance to the requirements 1 Poor Unacceptable, does not meet set criteria f) The value scored for each criterion will be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for each criterion. These marks will be added and expressed as a fraction of the best possible score for all criteria. g) This score will be converted to a percentage and only bidders that have met or exceeded the minimum threshold of 60% for functionality will be evaluated and scored in terms of pricing and socio-economic goals as indicated hereunder. h) Any proposal not meeting a minimum score of 60% on the technical proposal will be disqualified and the financial proposal will remain unopened. 7.3 Stage 3: Price/Financial Stage Price inclusive of VAT will be evaluated as indicated below. a) In terms of regulation 5 of the Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000), responsive bids will be adjudicated by MGSLG on the 80/20 preference point for Broad-Based Black Economic Empowerment in terms of which points are awarded to bidders on the basis of: The bidded price (maximum 80 points) Broad-Based Black Economic Empowerment as well as specific goals (maximum 20 points) b) The following formula will be used to calculate the points for price in respect of bidders with a Rand value below R1,000,000.00: Ps = 80 {1-(Pt P min)} (P min) Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price inclusive of VAT of bid under consideration Pmin = Comparative price inclusive of VAT of lowest acceptable bid A maximum of 20 points may be awarded to a bidder for being a Broad-Based Economic Empowerment and/or subcontracting with a Broad-Based Black Economic Empowerment entity stipulated in the Preferential Procurement regulations. For this bid the maximum number of Broad-Based Black Economic Empowerment Status points that could be allocated to a bidder is indicated in the following section. c) MGSLG reserves the right to arrange contracts with more than one contractor. Page 6 of 11

7.4 B-BBEE Points The Preferential Procurement Policy Framework Act 2000 (PPPFA) Regulations were gazetted on 8 June 2011 (No. 34350) and effective from 7 December 2011. These regulations require bidders to submit valid original or certified copies of their B-BBEE Status Level Certificates from a SANAS accredited verification agency and accredited auditing firm. The 80/20 preference points systems will be applied in accordance with the formula and applicable points provided for in the respective status level contributor tables in the Regulations. B-BBBEE Status Level of Contributor Number of Points (80/20 System) 1 20 2 18 3 16 4 10 5 8 6 6 7 4 8 2 9 Non-compliant Contributor 0 Failure to capture the required status level and to submit the required B-BBEE status level certificates will lead to a zero (0) status level for non-compliant service providers. a. The points scored by a bidder in respect of the points indicated above will be added to the points scored for price. b. Bidders are requested to complete the various preference claim forms in order to claim preference points. c. Only a bidder who has completed and signed the declaration part of the preference claim form will be considered for B-BBEE Status. d. Supply Chain Management may, before a bid is adjudicated or at any time, require a bidder to substantiate claims it has made with regards to B-BBEE Status. e. Points scored will be rounded off to the nearest 2 decimals. f. In the event that two or more bids have scored equal total points, the contract will be awarded to the bidder scoring the highest number of points for B-BBEE Status. Should two or more bids be equal in all respects, the award shall be decided by drawing of lots. g. A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not score the highest number of points. Page 7 of 11

8. Mandatory Requirements The following documents are compulsory and should be submitted together with the proposal; a. Valid original tax clearance certificate b. Company registration documents c. Certified copies of Directors Identity Documents (IDs) together with copies of the company s shareholding portfolio d. B-BBEE Certificates e. Company profile highlighting B-BBEE status as far as management and shareholding is concerned f. Three recent references of similar work done. References should provide the contact name, position, contact telephone numbers, description of work performed and dates of engagement g. Details of probable team that will be tasked with the assignment and should include employee names, job title, short resume reflecting professional qualifications, date they joined the firm and current and previous work experience h. Tender Submission Documents (available on MGSLG website) should be submitted as follows; 1. Invitation To Bid, 2. Declaration of Interest, 3. Certificate of Independent Bid Determination, 4. Pricing Schedule 5. Contract Forms The unregistered bidder should apply for registration on the MGSLG Supplier Database. Application forms for registration are available on the MGSLG Website www.mgslg.co.za. The duly completed application form should be submitted together with the proposal. 9. Communication Supply Chain Management (SCM) Unit will communicate with bidders for, among others, where bid clarity is sought, to obtain information or to extend the validity period. Any communication either by facsimile, letter or electronic mail or any other form of correspondence to any official or representative of MGSLG in respect of this bid between the closing date and the award of the bid by the bidder is prohibited. 10. Prohibition of Restrictive Practices a. In terms of section 4(1) of the Competition Act No. 89 of 1998, as amended, an agreement between, or concerted practice by, firms, or a decision by an association of firms, is prohibited if it is between parties in a horizontal relationship and if a bidder(s) is (are) or a contractor(s) was/were involved in: Directly or indirectly fixing a purchase or selling price or any other trading condition Dividing markets by allocating customers, suppliers, territories or specific types of goods or services; or Collusive bidding. b. If a bidder(s) or contractor(s), in the judgement of the purchaser, has/have engaged in any of the restrictive practices referred to above, the purchaser may, without prejudice to any other remedy provided for, invalidate the bid(s) for such item(s) offered or terminate the contract in whole or in part and Page 8 of 11

refer the matter to the Competition Commission for investigation and possible imposition of administrative penalties as contemplated in the Competition Act No. 89 of 1998. 11. Fronting a. MGSLG, in compliance with regulations, supports the spirit of broad based black economic empowerment and recognises that real empowerment can only be achieved through individuals and businesses conducting themselves in accordance with the Constitution and in an honest, fair, equitable, transparent and legally compliant manner. Against this background the MGSLG condemns any form of fronting. b. MGSLG, in ensuring that bidders conduct themselves in an honest manner will, as part of the bid evaluation processes, conduct or initiate the necessary enquiries/investigations to determine that accuracy of the representation made in bid documents. Should any of the fronting indicators as contained in the Guidelines on Complex Structures and Transactions and Fronting, issued by the Department of Trade and Industry (DTI), be established during such enquiry/investigation, the onus will be on the bidder/contractor to prove that fronting does not exist. Failure to do so within 14 days from date of notification may invalidate the bid/contract and may also result in restriction of the bidder/contractor to conduct business with the public sector for a period not exceeding ten years, in addition to any other remedies MGSLG may have against the bidder/contractor concerned. 12. Presentation MGSLG may require presentation/interviews from shortlisted bidders as part of the bid process. 13. Timeframes and Formal Contract Successful bidder(s) will be required to enter into formal contract with MGSLG. 14. Packaging of Bid The bidder shall place both the sealed Technical Proposal and Price/Financial Proposal envelopes into an outer sealed envelope or package, and must be clearly marked as follows; 14.1 Functionality/Technical Proposal Bid No: 2013GMIT01 Description: Development of the MGSLG website and Intranet Bid Closing date and Time 19 September 2013 at 11:00 Name and Address of Bidder:... In this envelope, the bidder shall only address the technical aspects of the bid. 14.2 PRICE/FINANCIAL PROPOSAL Bid No: 2013GMIT01 Description: Development of the MGSLG website and intranet Bid Closing date and Time 19 September 2013 at 11:00 Name and Address of Bidder:... In this envelope, the bidder shall only provide the price/financial proposal. Page 9 of 11

The Technical Proposal envelope and Financial Proposal envelope shall contain one original hard copy document, clearly marked Original and four (4) hard copies, clearly marked Copy. 15. Contact Details MGSLG Supply Chain Management Private Bag X9, Melville, 2109 Postnet Suite 161, Melville, 2109 Physical Address: 40 Hull Street, Vrededorp For general enquiries: procurement@mgsl.co.za For technical enquiries: procurement2@mgsl.co.za Page 10 of 11

Appendix A: Checklist of Tender Submission Documents The bidder is instructed to submit their proposals together with the following documents. Failure to submit complete documentation will render the bidder s proposal null and void. No. Description Checked by Bidder Office Use Yes No Yes No 1. Vendor Application Form (if not registered) 2. Declaration of Interest 3. Certificate of Independent Bid Determination 4. Invitation to Bid 5. Pricing Schedule Professional Services 6. Contract Form Page 11 of 11